How Many User Can I Add To G Suite Email

Managing customer relationships means staying on peak of a lot of emails. Every day more than companies rely on 1000 Suite and Gmail for their advice needs, and information technology isn't hard to understand why. Information technology's secure, reliable, easy to use, and comes bundled with a great suite of productivity tools.

But when it comes to working together, it'south clear that Gmail wasn't built with team collaboration in mind. With endless forwards and CC's, inboxes get messy quickly, and information technology'due south hard to be certain who'due south working on what. For customer-facing teams this is a huge problem that causes multiple replies, important letters to be missed and in the end, aroused customers.

That'due south why we e'er recommend the apply of shared mailboxes to our clients. In this guide we'll explain how to create a shared mailbox, why teams utilize them, their benefits, limitations and how to utilize Email Meter to go greater visibility into your team's productivity.

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What's a shared mailbox?

A shared mailbox is an electronic mail inbox which multiple people can access to manage email. Typically they're catch-all addresses such as sales@yourcompany.com or support@yourcompany.com.

They're keen for teams who have to deal with lots of customer enquiries. Once set up, whatsoever member of the shared mailbox can answer emails sent to that address, and their responses announced as if they were sent from the chief shared mailbox address. Anybody tin can quickly see which emails have been replied to, and which haven't.

Shared mailboxes don't have individual login and passwords. Users are invited to the mailbox, and can access it with their own e-mail account. If you're using G Suite this means you'll be able to get access with your own email login.

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Why do teams utilize shared inboxes?

Every team is unique, but there are a few full general benefits that all teams enjoy when using shared inboxes.
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Getting more context

With individual addresses, every teammate tin can only see their own answers. If you lot desire to share something with a co-worker yous demand to frontwards the message, creating more clutter. With a shared inbox important context isn't trapped in private inboxes, so everyone can learn from their teammates answers.

Fugitive duplicate work

Allow'due south say a customer has a problem and sends an email into your support@yourcompany.com address. Without a shared inbox, 2 reps beginning writing an respond and end up sending two separate emails to the client. Oops! With a shared inbox, the starting time rep tin add a label to the original message so anybody knows information technology's already being taken care of, and the residuum of the team tin go along with their other work.

Treatment client inquiries faster

Customers want quick answers. With all letters coming to a primal inbox, you tin can make certain every inquiry will be resolved equally soon as whatever rep is available.

Gaining visibility

Teams such as sales or support spend a lot of fourth dimension building relationships with customers, but that work can easily go unnoticed if it lives in each employee's inbox. Having meliorate visibility can help managers balance workload and see who's going the extra mile.

Working across different fourth dimension zones

One of your reps started a conversation just before finishing their shift? Not a problem. With a shared inbox, a teammate can see the whole conversation and pick information technology up from there.

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Bachelor options in G Suite

There are different ways to share a mailbox between different members of a team.
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Sharing credentials

The easiest style is just sharing the same login and password with your team. This is the simplest solution, but information technology's not a recommended practice: Sharing a password among different people isn't secure at all. Also, Google might eventually block your account every bit they don't allow multiple people accessing an email address at the aforementioned time.

Google Groups

Google Groups were originally created as a messaging board. As Google added new features, users found a manner to go far work as an alternative for shared mailboxes. It's withal non an ideal setup, every bit the user interface was never intended to be used as a mail client.

Delegated Mailboxes

This is the most convenient and secure setup, and the one nosotros ever recommend to our customers. Gmail delegation allows you to share a whole mailbox with up to 25 people. Once set up up, delegates can read and reply to emails, but they can't alter the password or modify other settings of the Yard Suite account. Delegated accounts look and human action exactly like regular Gmail account, and so no extra training is required.

Additionally, Google stores all activity related to the delegated mailbox, including which user did what. This means it's possible for third-political party applications to use this information for further analysis.

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How tin can y'all create a shared mailbox with One thousand Suite?

Creating a delegated mailbox in G Suite takes just a few minutes:

Create a new Gmail account. This volition be your shared inbox.
Add your teammates equally "delegates" to the account following these instructions.

Alternatively you can follow this video tutorial from Google.

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What are the benefits of G Suite shared mailboxes?

There are a lot of options to manage e-mail in a collaborative way, such as help desks or third-political party tools. But your agents are already used to Gmail, so.... wouldn't information technology make more than sense to manage client emails from Gmail directly?

There's no training required

You don't have to spend actress time on training. The shared mailbox feels only like your email customer, so your team will be up and running in minutes. It'due south simply email, after all!

Yous keep full control of permissions

Admission and authentication to the shared mailbox can be fully controlled past your K Suite Admin, so you tin benefit of all inbuilt security and control features.

Top-tier security

You have to be extremely careful nearly security when dealing with customer data. Managing all communications on a 1000 Suite delegated mailbox means your emails will never exit Google's servers.

Integrations with 3rd-party tools

One thousand Suite's shared mailboxes can be easily integrated with the tools y'all already use: Google Drive, Slack, Salesforce, Pipedrive and more. No need to make big changes to the way you work.

Pricing doesn't grow with each user

Typically help desks or standalone shared inbox services accuse per user. Adding a new consul to your G Suite Shared Mailbox is free.

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What are the limitations of shared mailboxes in Chiliad Suite?

We believe shared mailboxes are the best solution for customer-facing teams, but you should be enlightened of some challenges and limitations. Luckily most of them can be solved with a little flake of help from 3rd-political party services.
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Lack of native analytics features

It's non possible to natively encounter statistics on how your team is performing, or generate custom reports with that data. Google still stores all activity related to the delegated mailbox, so you can utilize services like Email Meter to go email statistics. We'll get to that!

Limited visibility of private piece of work

Anybody can see the work done inside the shared mailbox, simply it's not possible to encounter who did what, such as who replied to an electronic mail or how long they took. This makes it hard as a manager to encounter who's performing improve and who needs help.

Lack of collaboration features

Gmail doesn't have built-in features to communicate and share notes between agents, so any internal conversation has to take place in a unlike awarding.

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Monitoring work inside a shared mailbox

Whether you lot're managing a sales or support team, you probably have a key metric to measure success. This could exist response time, conversations managed or thread length. These metrics are clear indicators of your team's productivity: they tell you how well you're doing and where you lot could ameliorate.

But these metrics remain a mystery unless you lot accept a tool to measure them. Using Email Meter you can easily monitor global and private performance in a shared inbox, including metrics such as response time, replies, workload and more.

Average Response Time

How long is your squad taking to answer customers and leads? Improving your response time starts with knowing how you're currently doing and and so setting goals for improvement.

Squad View

Get a clear view of your squad and discover top performers. You lot tin select specific users to drill down on metrics such as workload, outset response time, thread length and more.

Busiest Hours

When practise yous see spikes in workload? This can help you balance your team's working hours to make sure high-book days and hours don't cease up taking a toll on your customer experience.

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That's a wrap! At present that you know more about shared mailboxes, exercise you lot think they're a good fit for your team? We'd honey to hear almost your current setup or what you lot'd like for your team: yous tin can go far touch with us at hello@emailmeter.com.